Receptionist/Facilities Coordinator will be the first point of contact for EXL NYO and is responsible for welcoming visitors. The person is a welcoming energetic individual, dedicated to help to prevail clientele experience. The Receptionist efficiently and professionally greets and assist all visitors and incoming phone calls. The Facilities Coordinator aspect of the position is working closely with Senior Facilities Manager to ensure that the office is maintained to the highest possible standard and support facilities related administrative duties .
Bachelor's degree desired
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Forward looking thinker, who actively seeks opportunities and proposes solutions
Strong work tenure: 10 years of experience supporting C-Level Executives
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
Strong computer skills in Microsoft Office: Outlook, Word Excel and PowerPoint
Excellent communication, administrative writing and reporting skills, scheduling, time management and domestic and international travel logistics required.
Work location: New York, NY
Temp to Perm
Serve visitors by greeting, welcoming, directing and announcing them appropriately
Answer, screen and forward any incoming phone calls while providing basic information when needed
Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges)
Liaison between the building management, the cleaning service, janitor, and the company
Log all requests into Tenant Service including repairs and maintenance.
Daily ensure that all the conference rooms, offices, trading room and common areas are clean.
Maintenance of the boardroom; Receive and sort of all incoming mail/facsimiles, prepare outgoing mail including special couriers. Ensure that all incoming and outgoing special mails including FedEx, UPS and DHL, EZ Worldwide shipments, etc., are logged and distributed accordingly, for outgoing special mails, they must be properly addressed prior mailing out. Ordering and monitor office supplies and pantry s items, arranging for restock and repair as needed
Update appointment calendars and schedule meetings/appointments
Provide fast and accurate data entry
Efficiently maintain documentation and filing system
Perform other clerical receptionist duties such as photocopying, collating, faxing, emailing etc.
Approval and submission of requisitions, purchase orders and invoices as deemed appropriate
Submit work orders for service to building management.
Liaison with cleaning crew, ensuring that they are meeting service level requirements according to contract.
Maintain office orderly and clean addressing any facility related issues that may arise.
Assist in ordering and managing supply inventory and proper charging to business units.
Timely report and trigger emergency response for any employee Health & Safety related events.
Maintain cordial relations with both Internal & External stakeholders including vendors.
Assist with adhoc projects.
Collections & Deposits
Ensure that each check is logged and processed as applicable, and timely deposit at the bank on the same day, but no later than 24 hours of checks receipt in the office
Email copies of the checks along with the deposit confirmation to the AR team
Filing all bank statements, credit and debit advices
Email the collection log to AR team on a weekly basis
Mail or email all invoices/billings to the scanning center as per the set process and procedure
All packing slips related to business requisitions, primarily for supplies MUST be emailed to the scanning center as per the company process and procedure
Weekly package must be sent out to certain office locations
Assist all the EAs when needed with any projects they may need help with from printing and binding documents to calling for a missing receipt. Coordinate breakfast and lunch order for the quarterly VP All meetings and/or other meetings that takes place in the office.
Posted on : 2022-01-15T03:30:26Z
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